Responding to the Death of an Employee

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Guidelines for Responding to the Death of an Employee

Supervisors, deans, and administrators may face the difficult task of responding to the death of an employee. The guidance below outlines the essential steps, communications, and considerations.

Immediate Steps for Supervisors

Notify the Human Resources Benefits Office as soon as you learn of an employee’s death.
Do not share information with colleagues until HR confirms that next-of-kin have been notified.
Do not share information with external partners until you have informed their colleagues and other university partners.
If a family member, beneficiary, or representative contacts you, collect their contact information and relationship to the deceased for HR/Benefits, and let them know that someone from HR Benefits will contact them.

Internal Communications

With HR’s guidance, supervisors may prepare a message to inform the employee’s immediate colleagues.
Departments may also choose to bring their team together to communicate the loss as a group. Here is a list of talking points to help guide the conversation.

External Communications

If a public announcement is needed, Marcomm will prepare it in consultation with HR and the department.
Refer all media inquiries to Marcomm.

Workplace and Administrative Steps

Secure the employee’s workspace; do not move personal belongings until the family provides direction.
Follow normal procedures to return keys, ID badges, laptops, and other university equipment.
Coordinate with IT on temporary out-of-office replies and eventual account deactivation.
Once the date of passing is confirmed, initiate the Termination ePAF using reason code “Death” effective the date they passed, so appropriate protocols are triggered.
HR Benefits will coordinate administrative steps with Payroll, Records, and other units.
HR Benefits/Retirement and Payroll will manage final pay, unused leave, retirement accounts, and benefits with the family/beneficiaries.

Support for Colleagues and Students

Acknowledge the loss compassionately and promptly with the affected department or team.
Encourage use of counseling and employee assistance services; group grief support can be arranged if needed. Please contact the Benefits team for more information (Norman: HRBenefits@ou.edu | HC: HRBenefits@ouhsc.edu).
Monitor impacts on workload, teaching duties, or research, and adjust assignments as necessary.

Confidentiality Reminder

The University of Oklahoma recognizes that an employee’s personal wishes, designated beneficiaries, and financial arrangements may not always be immediately known to the institution or even to the employee’s family/beneficiaries. Human Resources, Payroll, and other University representatives must treat all information with the highest level of confidentiality. No personal or financial details should be shared with anyone who is not authorized or legally entitled to receive them.